Maricopa Emergency Management System Alert

COVID-19 Update: The EMCC campus is open for classes, appointments, and walk-in services. Masks are required for everyone inside ALL buildings at EMCC.  All student support services are still available online. Students are encouraged to contact their instructors for additional information.

EMCC Cash Handling Guidelines

Purpose

Maricopa County Community College District (MCCCD) Administrative Regulation 1.17, Cash Handling - to ensure strong internal controls over cash handling, to safeguard against loss and to meet our obligation to the community as stewards of public resources. This applies to all MCCCD employees and/or offices entrusted with the collection, receipt, deposit and reconciliation of cash for college-related or sponsored activities.

Application

To assist employees and/or offices with maintaining stewardship of MCCCD funds and cash this guideline:

  • Defines employee responsibilities for cash handling
  • Ensure the proper handling of MCCCD funds and cash including clubs/organizations

Cash is:

  • Currency and coin
  • Checks, money orders, cashier’s checks
  • Credit / debit cards and card numbers
  • Electronic Funds Transfers (EFT)
  • Gift cards
  • Tickets (PAC, United Way)
  • Donations (monetary or goods)

Policy

  1. Employees and/or office must have approval by Student Business Services (SBS), Student Life and/or administration (Official Function) prior to accepting cash.
    1. SBS approval for primary cash handler
    2. Student Life Clubs & Organization Fundraising Event/Proposal - https://www.estrellamountain.edu/students/student-life/clubs
    3.  Administration via Official Function Form
  2. SBS approval of employee and/or office that receive cash (cash handlers).
    1. Primary cash handler (must be employee) completes the Cash Handling Acknowledgement in the Employee Learn Center (ELC).
    2. Submit a request to SBS via email to become a cash handler, which includes:
      1. Club/organization/activity or office name
      2. Event purpose or activity including date and time
      3. Primary cash handler and second individual for separation of duties
      4. Change fund request
  3. MCCCD funds and cash cannot be deposited into a personal bank account
  4. Cash must be secured at all times to prevent loss or theft
  5. Primary Cash Handler must report any loss, theft or mismanagement of cash to College Police and SBS
  6. Cash must be deposited with SBS within one business day of collection
  7. Cash received must balance and reconciled by type of payment

Primary Cash Handler Responsibilities:

  1. Collection, reconciliation and deposit of all cash
  2. Ensure segregation of duties by having a second individual verify all cash collected and deposited
  3. Maintain change fund by verify change and cash collected
  4. Must report any loss, theft or mismanagement of cash to College Police and SBS
  5. Cash must be secured at all times to prevent loss or theft
  6. Cash must be deposited with SBS within one business day of collection